- See the University of Hawaii Vendor Maintenance User Guide for complete instructions on creating a vendor code in KFS.
- Before requesting a new vendor code, always perform a vendor look up to confirm there is no existing vendor code.
- Vendor numbers are not required for faculty and staff, as their information is updated daily into KFS from multiple sources, including PeopleSoft.
- Vendor numbers are required for students that will be receiving cash awards and travel advances/reimbursements.
- There are two vendor types: Disbursement Voucher (DV) and Refund.
- Disbursement Voucher type vendors may be used on DVs and Requisitions (REQS).
- Refund type vendors are limited and can only be used on DVs and only for refund payments.
- If a vendor code is required to be established/edited, obtain the WH-1 (for individuals) or W-9 (for businesses). Review the WH-1 and/or W-9 for completeness, including additional supporting documents as applicable, and making sure it’s legible. The signature of the individual can be signed manually or digitally as long as there is a digital date and time stamp.
- Due to security reasons, attachments and notes are not viewable from the vendor eDocs. Only the Disbursing Office are allowed to view all attachments and notes.
- Should your KFS eDoc get disapproved by Disbursing, the reason for disapproval is ONLY shown in the Route Log tab. Be sure to open the Route Log tab to view the disapproval reason.
- When creating/editing vendor codes, the vendor eDoc Description field is required and should use the following naming conventions which are dependent on the purpose of the eDoc submission.
- New Vendor: FO #-NEW Vendor Name or Last Name. Example: 029-NEW Hawaii Gas or 029-NEW Smith.
- New Vendor (Foreign): FO #-NRA Vendor Name or Last Name. Example: 029-NRA Viceroy India or 029-NRA Smith.
- Edit Vendor: FO #-EDIT Vendor Name or Vendor #. Example: 029-EDIT Hawaii Gas or 029-EDIT 1904-0.
- Edit Vendor (Foreign): FO #-NRA EDIT Vendor Last Name or Vendor #. Example: 029- NRA EDIT SMITH or 029-NRA EDIT 15678-0
- Create Division: FO #-DIV Vendor Name or Vendor #. Example: 029-DIV Hawaii Gas or 029-DIV 1904-0
- Create Division (Foreign): FO #-NRA DIV Vendor Name or Vendor #. Example: 029-NRA DIV Univ of Victoria Press or 029-NRA DIV 15678-0
- Create Refund Vendor: FO #-REF Last Name. Example: 029-REF Smith
- • Background on Vendor Divisions and when a Division needs to be created:
- A Division is a vendor record (child) that has a relationship with another vendor record (parent) already established in KFS. This relationship is found when both vendors’ name and address (in most cases) are different but share the same tax number.
- How do you know when you have to create a Division or add a new address?
- One way is when you create a new vendor request, you receive this error message: This tax number has already been assigned to an existing vendor. (See screenshot below.)
- Another way to determine if you need to create a Division is to search by tax number in the Vendor Lookup field.
- If you find no vendor record matches your tax number, click the Create New button in the upper right hand corner to complete the online new vendor request form.
- If you do find a vendor record(s) with the same tax number, verify the name and address:
- If the name and address on your new vendor’s W-9 or WH-1 are identical to the name and address of the KFS vendor record, use the KFS vendor record.
- If the name of your new vendor is identical to the KFS vendor record but only the address is different, perform an Edit to the KFS vendor record and add the new address.
- If the name and address of your new vendor are different from the KFS vendor record, find the “parent” vendor code and click on create division link in the Actions column (See screenshot below.) On the online form, complete as you normally would in addition to entering the new name and address, attach the W-9